POSITION SUMMARY

The Office Administrator is the “face” of CallRevu and sets the tone for what experience our customers, visitors, and employees will have.  This position is crucial to the overall success of CallRevu in keeping our office running in an organized and efficient manner.  The Office Administrator will greet guests and customers, both in person and over the phone, in an upbeat, cheerful, and professional manner.  They will provide warm and gracious service to all they encounter throughout all interactions in the office.  The Office Administrator will perform administrative duties, including office supply management, office/building management, and will assist employees, managers, and Executives with their needs, including, but not limited to, scheduling meetings, making travel arrangements, and overall administrative and office management support.  The ability to juggle and manage multiple tasks and priorities, while maintaining a positive and upbeat attitude is paramount. 

Receptionist/Front Desk Responsibilities

• Greets and directs guests, customers, and vendors, providing information as necessary in a welcoming and professional manner.  This includes seating and providing visitors with refreshments as appropriate.    
• Manages the reception desk and maintains the cleanliness of the front lobby area.  This includes ensuring coffee, water, and other offerings are kept stocked. 
• Maintains conference room schedules and ensures all conference rooms are kept in a clean and orderly manner.  This includes ensuring conference room equipment is in good working condition and reporting any issues as necessary.    
• Answers incoming calls to the corporate office, determines the purpose of the call, and ensures the call is accurately directed to the appropriate individual/department while maintaining composure, patience, and a professional demeanor at all times.
• Provides general information about CallRevu to individuals making inquiries over the phone; this may include general company information, address, and directions. 
• Takes and delivers incoming telephone messages to the correct individual/department.  This includes monitoring assigned telephone mailboxes and distributing messages accordingly in a timely manner. 
• Receives and distributes incoming mail.  This includes processing outgoing mail via FedEx, courier, and USPS, ensuring accurate postage is added and things are mailed in a timely manner. 
• Reports any problems or concerns to the appropriate party in accordance with CallRevu’s policies and procedures. 
• Ensures overall safety and security of the corporate office, escalating real or potential issues immediately as appropriate. 

Office Supplies & Maintenance

• Maintains office supplies inventory and coordinates ordering to anticipate company needs to ensure the office inventory level meets company standards.  This includes tracking incoming deliveries to ensure accuracy, evaluating needs for new office supplies, vendors, and/or services and guaranteeing CallRevu is receiving the best value and service from its vendors. 
• Maintains and coordinates the maintenance of general office equipment, including copiers and printers.  This includes ordering toner and printer cartridges and evaluating and researching the need for new office equipment to enhance office efficiency.    
• Maintains and coordinates office maintenance with the building management company, including, but not limited to, cleaning staff, general office maintenance and repairs, and move coordination. 
• Maintains kitchen and break area supplies and inventory and coordinates ordering.  This includes, but is not limited to, coffee, tea, paper products, silverware, and snacks as required. 
• Maintains overall cleanliness and appearance of the office, this includes lobby areas, conference rooms, kitchen, and break areas.

Administrative Assistant Duties

• Each day reviews calendar for all employee time off and special requests and communicates daily PTO, work from home (WFH), and travel via email.
• Sends employee messages, such as birthday and anniversary notices. via email. 
• Schedules meetings for managers and members of the Executive Leadership Team (ELT) as requested. 
• Schedules and coordinates breakfast and lunch meetings as requested for company meetings. 
• Assists with the coordination of travel for office staff and members of the ELT as requested, including, but not limited to, air travel, hotels, and rental cars.
• Oversees and negotiates vendor relationships with preferred vendors, such as hotels, Uber, and meeting/event locations, to maintain corporate rates that are fair and competitive.  Troubleshoots any issues that may arise with a vendor.    
• Assists with the planning of special events and company events as assigned. 
• Assists with creating and preparing correspondence and meeting materials for company meetings as assigned.  This may include use of Word, Excel, Outlook, and PowerPoint. 
• Provides overall administrative and clerical support to all departments as needed.  This may include basic research projects and other special projects as assigned. 
• Increases overall knowledge by attending professional development workshops, reviewing professional publications related to the responsibilities of the job, and professional networking as appropriate. 
• Assists with special projects as appropriate and assigned. 

• High school diploma or GED equivalent.  Associates degree preferred.
• At least 2 years of experience in an office administrator, administrative assistant, receptionist, or executive assistant role. 
• Exceptional customer service skills with the ability to portray a professional and upbeat demeanor at all times, both in-person and over the phone. 
• Energetic go-getter with strong abilities to build relationships, follow up on requests, and complete tasks.
• Ability to maintain company and customer confidentiality as appropriate. 
• Strong administrative skills with the ability to manage the efficiency of the office. 
• Ability to manage and maintain schedules of multiple individuals and the office to ensure no overlap. 
• Ability to schedule and manage travel for multiple individuals, this includes travel by air, train, car, and hotel. 
• Ability to anticipate and respond to the needs of the office, leadership team, and staff. 
• Strong computer skills, including intermediate to advanced knowledge of Microsoft Office products, including Word, Outlook, Excel, and PowerPoint.  Ability to learn new programs as necessary. 
• Strong knowledge of office equipment, including, but not limited to, copiers, printers, phones, projectors, and other office related equipment.   
• Strong organizational skills with the ability to manage multiple task and projects simultaneously.  This includes following up as necessary to ensure timely completion of all tasks and projects. 
• Strong attention to detail with the ability to maintain inventory levels, prioritize requests, and multi-task to respond to changing needs in a fast-paced environment.
• Critical thinking skills, with the ability to problem solve and think on your feet. 
• Ability to work both independently and as part of a team. 
• Ability to analyze existing vendor relationships and research and cultivate new vendor partners as appropriate.
• Excellent communication skills, including interpersonal, written, and verbal. 
• Ability to work with individuals at all levels of the organization. 
• Ability to align to CallRevu’s goals, Mission, Vision, and Values to support the sales initiatives and organizational needs.    

Vision

To be an industry leader in conversational intelligence for the dealer industry.  

Values

CallRevu is committed to:
 

• BEING BOLD, unafraid, and courageous in everything we do.
• INNOVATION - bringing new, industry-leading, ideas to market.  
• GROWTH in new relationships, new capabilities, and new markets.
• PARTNERSHIP that is collegial, collaborative, and always focused on the win-win. 
• INTEGRITY shown by doing the right thing, being accountable (being a 80 Leader) and delivering as promised (being a 20 Contributor).